Writing a thank you note to church members isn't always at the top of to-do lists for pastors, clergy or church office officials, but it's necessary.
Thanking church members for contributions is important. Writing a church congregational thank you letter shows gratitude for a donation or time given to the church. This show of gratitude reminds members of their gift's value and inspires more giving.
A church appreciation message is also just the right thing to do. The Bible, (1 Thessalonians 5:18) tells us to "give thanks in all circumstances; for this is God's will for you in Jesus". Thus, you should thank those who help the church.
There are many more important reasons churches should send thank you messages to church members, especially in written form. One major consideration is tax concerns.
Churches are tasked with being good stewards of their resources, and that includes being mindful of members' donations and wealth. Your members have families they need to support. Including tax documentation with your thank you note ensures members can claim a tax deduction for their gifts, safeguarding their resources.
Thank you notes can also thank people for their time, financial donations, and spiritual input.
Table of Contents
- How to Write a Thank You Note To a Church Congregation
- General Thank You Note Examples
- Thank You Messages to Church Volunteers and Workers Templates
- Letter of Appreciation to Church Leaders Template
- FAQs
How to Write a Thank You Note To a Church Congregation
Unsure how to write a church community appreciation note? Afraid you won't be able to deliver the prose that eloquently conveys your message of thanks?
Don't worry. At Vanco, we've worked with tens of thousands of churches to grow donations and found a successful church donation thank you note doesn't require flowery language or masterfully crafted sentences. In fact, simply taking the time to send a thank you note is all many members want.
You'll be surprised how many nonprofits don't give thanks for donations. One study conducted by Bloomerang, found that only 34% of nonprofits sent a physical appreciation letter to church members through the mail. This lack of acknowledgement, whether it is taken as ingratitude or not, can have a huge impact on future donations.
Bloomerang found that donor retention rates in 2019 were three times higher for repeat donors than first-time donors. Nonprofits, like churches, that nurture the generosity of those who give, will gain more repeat donations and increase their revenue.
To help you create a sincere thank you note, we detail a few guidelines that are imperative, yet easy to follow. We also created a few examples you can use as templates for your own thank you notes.
Be Genuine and Friendly
Before you start, pray for some inspiration to express your thankfulness in writing. Spiritual guidance will allow your authenticity to show through.
Reflect on the action that sparked off the drafting of a thank you note. As you start writing, inspiration will follow and the words will flow. Maintain a friendly tone, even if the note requires formality.
Be Personal, Emphasize Your Relationship
When possible, address the letter to the person. Vagueness as in "Dear Members" or "Friends", is a no-no. You would not be satisfied or happy to receive a thank you note with this generalization, now would you?
Use their names to convey that you care about them as a friend and as their leader.
The language should reflect the relationship you have with the person you are writing to.
For example, if you normally address your church member by Mr. Tutt, then use that form of greeting. Alternatively, if you are on a more friendly basis, and call them Malcolm, address them by their first name.
These small personalized details show that you have taken care and thought into writing your thank you note.
For example, instead of writing, “Thanks for helping yesterday” write "Thank you for helping with the distribution of Bibles yesterday". The personalization sounds better, doesn't it?
Think deeper to go even further. Try saying "Thank you for helping with the distribution of Bibles yesterday. This helping hand brought the written word to many". It shows how grateful the church is to that person and how the contribution impacts the church.
There are no rules cast in stone. Write as if you are speaking how you normally do to that person or the congregation as a whole.
Keep the Congregation Informed
Recount how their donation or help has affected the church. This will inspire your congregation to repeat their donations in the future.Congregation members want to stay informed on how they have made a difference.
For example, if they donated money towards a feed the homeless charity drive, you may provide information on how many people you were able to feed. If they helped with a church fundraiser, share the total funds raise and how they are being applied.
Thank You Note Etiquette
Thank you notes should go out within 48 hours of receipt of the donation or action. If you delay too long, donors may wonder if you care about their donation. They may even decide to seek out another charitable cause.
Make sure you do not even hint at further donations! Remember this is purely a way of saying thank you for a previous action or donation. Expressing gratitude to congregation should be your only goal.
Using Templates
There is nothing wrong with using templates. But, templates are there only as a framework. Change the template to suit each thank you note and the communicating style of the church.
Change templates each time you send a thank you note. This ensures your letters are different each time. You don't want a church member getting the same letter over and over again. This could be off-putting and lead to disinterest on the part of the church member.
There is nothing as distasteful as receiving a letter that you obviously can see was a copy and paste work.
Include Pictures and Photos
A picture can speak a thousand words! So, when creating thank you notes, it is a good idea to include some photos or pictures. They will engage the recipient and grab their attention.
Include a picture that shows concrete evidence that the gift has been used correctly and put to good use. For example, if they donated money to a building program, include a picture that shows the building's progress.
Include a Poem
It's best to thank donors directly for their gifts. However, you can also express gratitde regularly through leaflets to be handed out at church. These could include, a poem, inspirational Bible verses, or a quote to raise and lighten up their spirits. Here are some examples to use in a thank you letter to church volunteers.
"Dedicated Hearts
Dedicated hearts like yours
Are not so easy to find.
It takes a special person to be
So generous and kind.
To care so much for your fellow man
Is a quality all too rare.
Yet you give of your time and talents,
For all in need to share.
So thank you for being a volunteer,
We're privileged to work with you.
We want you to know how treasured you are,
Not just today, but the whole year through."
View other volunteer thanking poems here!
It's Important to Have a Signature
Make sure that the letter is signed by you personally and not by an arbitrary person who is helping you with your admin work. By doing this you are showing your congregation community that their unselfish donations are meaningful and important.
To save time, write letters in a Word document and print them out. Go through them one by one signing each. Use a wet signature rather than a graphic version.
General Thank You Note Examples
Example 1 of a Thank You Note
The first example of a well-written thank-you note is to an individual church member. It mentions what you’re thanking them for and how their contribution has helped the church.
Dear John,
The church family and I wanted to say a big thank you for your donation of time and effort in helping in our Old Age Ministering during the past month. I appreciate the care and energy you have given.
You have definitely raised the bar, and your guidance of the team has certainly been exemplary. We are reaping the benefits of your ministering, and could not have done it without you.
God be with you. Looking forward to seeing you at our next meeting!
Thank you,
_________
(your name)
Example 2 of a Thank You Note
The second example is a letter addressed to the whole congregation. These letters should have a personal tone and a place for photos for optimal engagement.
Dear Congregation
The church and I would like to say a heartfelt thank you to those of you who came together and helped at the fair. I was filled with joy at seeing you all turn out with your donations of items for the "Help build the new bell tower" fundraiser! I am happy to let you know that we achieved our goal and the building of a new bell tower will move forward! Every bit helps!
(insert picture of the newly built bell tower here)
We have managed to see the hand of God at work. I will be forever grateful for your support, kindness, and love. You revealed the true foundation of this church is kindness and love.
May the grace of the Lord be with you all
Thank you,
_________
(your name)
Example 3 of a Thank You Note
And, last but not least, a more formal letter to an individual member. Though formal, these letters should still maintain a friendly air.
Dear Mr. Jones,
On behalf of the church, I wanted to express my sincere gratitude for your donation to the Children's Christmas Fund. We appreciate your support.
Your donation has helped us provide hampers for all the children this year. You have truly made a difference and we are extremely grateful!
With deepest gratitude, and warmest wishes,
Yours in Christ,
_______
(your name)
Thank You Messages to Church Volunteers and Workers Templates
Writing a thank you letter to church volunteers can strengthen your ministry and improve your well-being, leading to future growth.
If you can't find the words to acknowledge amazing church volunteers and workers, here are free thank you letter templates that will help you express your gratitude for church support.
Thank You Message to Church Volunteers Template 1
Dear [Volunteer’s Name],
I wanted to take a moment to thank you for your service at [Church’s Name]. I know how much time, energy and love you put into the ministry here, and it's such a blessing to know that we can rely on you.
Thank you for the hours you've spent assisting our church. Thank you for being a friend to those who need it most. Most importantly, thank you for helping to make our church a vibrant, spiritual community.
I know you have a lot of other duties in society — other churches, organizations or causes whose missions you support. That's why it means so much that you've chosen to spend some of your precious time here. This letter can't repay you for what you've given to our church, but I hope it will suffice as a token of my gratitude.
We are grateful for your service, and we hope that you continue to be a part of our church family. Our ministry looks forward to seeing more of your smiling face at worship services every Sunday!
Regards,
[Your Name]
Thank You Message to Church Workers Template 2
Dear [Worker’s Name],
Thank you so much for your work at [Church’s Name]! I have seen the difference that your position as [Job Title] has made in our community, and I wanted to take a moment to let you know that your hard work hasn't gone unnoticed.
We rely on you to help us make sure we're doing everything we can to reach our community with the love of God. It's because of church workers like you that we're able to spread the gospel and improve our congregation.
Your passion for serving others is an inspiration to us all. It's truly a blessing to have such a brilliant example of selfless love and faithfulness in our midst.
I know the work can be difficult and you don't always see the results right away, but I hope you realize that your efforts are making a tremendous impact in our community. From what I've seen, you're doing a great job!
I pray that God continues to use your strengths and talents in ways that will bless his kingdom. I hope that you continue this journey with us as we strive to bring glory to our Savior. We're so grateful for everything you do, and we can't wait to see what God has in store for you next!
Warm Regards,
[Your Name]
Letter of Appreciation to Church Leaders
Even in our digital world, personalized letters still go a long way. In fact, they may even have a greater impact now, given how rare they have become. Written letters do require extra time and effort, but they are worth it in the long run.
The good news is that you do not need to re-create the wheel to write a good letter — use this template for a letter of appreciation to church leaders. You can personalize it to your style and particular relationship with the leader and his or her family.
Letter of Appreciation to Church Leaders Template
Dear [Church Leader Name],
I am writing to express my sincere gratitude for the hard work, devotion and leadership you have shown to our congregation. As I reflect on the past [year/several months], I am reminded that our church would not be able to fulfill our mission and calling without the service of people like you. I cannot thank you enough for the support and leadership you have shown throughout your time with our congregation.
There are hundreds of uses of the verb “to serve” in the New Testament. But the one that most closely resembles service in ministry, or literally “to serve others," is “diakonia.”
The word and its variations is used more than 30 times in the New Testament alone. It is central to Jesus’s teaching about the church and its followers.
In fact, in Luke 22, at the Last Supper but following the meal, Jesus is attempting to assuage his disciples’ concerns. He also gives them instructions about how to live when he is gone. Among these directions, in verse 27, he says:
“For who is greater, the one who is at the table or the one who serves? Is it not the one who is at the table? But I am among you as one who serves.”
The world tells us that it is best to be served, to be the head, the leader, the authority. Common sense might lead us to believe this as well. But the words of Jesus compel us to turn what might seem natural and normal on its head, and to be the ones who serve.
I know that we at [Church Name] understand this, but we must continually remind each other of it, both in our words and our deeds. It is through your service that we perpetuate this perspective and mission through our congregation.
In closing, I want to express my thanks once again for your continued work and leadership at our church. It is a pleasure to serve as [priest/pastor/minister] for this congregation. May God continue to bless you and your family.
Sincerely,
[Your Name]
[Your Title]
Say Thank You
People who give of their time or donate to the church deserve gratitude and appreciation. Gratitude is a biblical virtue. Throughout the Bible, God calls us to be thankful and grateful to those who help us.
This can come in many forms. Verbal praise or the shake of the hand. But the most common and appreciative way to recognize church community donors is by writing a thank you note to a church congregation. Practice what you preach!
FAQs
What Are Some Examples of Thank-You Messages for Church Members Who Have Volunteered Their Time?
A thank you note to a church member who has volunteered their time should specifically mention their volunteer work. Recognizing church member efforts is essential. The letter should thank them for their energy and mention the results they produced. In closing, it should acknowledge how grateful you are to have them in the community.
How Can I Express Gratitude to Church Members for Their Financial Support?
When thanking members for their financial support, you should mention their generous donations. Include specifics on how it helped you reach your goal. For example, if they donated money towards a church program, you may state, "Thanks in part to you, we have now raised $5,000 to fund our youth outreach program allowing youths to connect in a meaningful way."
What is the Appropriate Way to Thank Church Members for Their Prayers and Spiritual Support?
Church members may also help by sending prayers and spiritual support. A thank you note such as this may go out to the whole congregation. It may say something like, "Thank you for joining in our prayer for Veronica Smith's mother at our last Sunday service. We are pleased to announce she is now in remission. Your spiritual kindness helped her find the wellness she deserves."
Are There Specific Bible Verses Suitable for Inclusion in Thank You Notes to Church Members?
Yes, several bible verses mention thankfulness and gratitude and any of them could be suitable for inclusion in church thank you notes. Here are some examples:
- 2 Corinthians 9:11: "You will be enriched in every way to be generous in every way, which through us will produce thanksgiving in God."
- 1 Timothy 4:4-5: "Since everything God created is good, we should not reject any of it but receive it with thanks."
- Psalm 9:1-2: "I will give thanks to the LORD with my whole heart; I will recount all of your wonderful deeds."
How Can I Personalize Thank You Messages to Different Church Members Based on Their Contributions?
Churches should personalize thank you messages by specifically mentioning the donors' contributions whether it be donating time, money, or prayer. They can further personalize by including the person's name, how their contribution helped, and recollections of what happened on the day they donated.
Looking for Letter Templates to Get Started?
Without a framework, or an example, crafting an appeal or a thank-you message can be cumbersome. That's why we built a complete guide that not only offers 105 letter samples and templates for nearly any situation, but also offers specific guidelines to help.
Download the guide for free!
